Administrative & Office Management Assistant

Main Purpose:

We are seeking an Administrative & Office Management Assistant to support daily activities within our Madrid Corporate office. The role focuses on administrative coordination, basic accounting support, and office assistance. This role provides essential assistance to HR, Finance, and teams members  to ensure smooth internal processes and efficient office coordination.

Key Responsibilities: Responsibilities include but are not limited to:

Administrative Support

• Provide day-to-day administrative support to the team
•  Manage emails, phone calls, and internal communications efficiently
• Organize and maintain accurate files, records, and documentation
• Schedule meetings and assist with calendar coordination
• Prepare basic documents, reports, and presentations as require
• Support HR administrative tasks, ensuring compliance with office policies and timely submission of documents
• Coordinate internal and external events, including meetings, seminars, and business lunches
• Ensure compliance with internal procedures and documentation standards
• Ensure strict confidentiality of all information handled

Accounting & Procurement Support

• Help reconcile supplier invoices
• Assist with KYC requests and renewal processes, including collection and verification of client documents and updating internal records
• Liaise with internal teams and external vendors as needed
• Look for new suppliers when needed to support internal office activities
• Manage insurance claims and coordinate their resolution

Office Management :

• Oversee general office operations, including managing supplies, organizing meeting rooms, and ensuring the smooth running of the office environment.

Knowledge, Skills and Abilities

• Proven experience as an Assistant, or in a similar administrative role.
• Excellent communication and writing skills
• Fluent in English (spoken and written )
• Excellent organizational and interpersonal skills
• Diploma or degree in Business Administration, Accounting, Logistics or related field
• 3 -5 years of experience in Administration, basic accounting support, office management

Skills & Competencies

• Ability to work autonomously, prioritize tasks, and manage time efficiently.
• Strong attention to detail and accuracy
• Ability to manage multiple shipment files simultaneously
• Good communication skills with internal teams and external partners
• Organized, reliable, and process-driven
• Comfortable working in a fast-paced logistics environment
• Sophisticated IT skills, including proficiency in Word, Excel, PowerPoint, Outlook,
• Intellectual curiosity and an open-minded approach
• Able to excel in a fast-paced work environment.

Key Relationships:

• Internal

• All team member, Accounting Team, HR

• External

• Clients, partners, suppliers
• Third-Party